Project Coordinator at M2E LLC – Coral Gables, Florida

Who We Are:

m2e Consulting Engineers is a full-service multi-disciplinary engineering consultancy in South and Central Florida that delivers industry-leading creative and technical services to a variety of clients including building owners, architects, developers, property managers, law firms, and general contractors.

Our Core Values

• Do What's Right – Honesty, Integrity, Truthfulness
• Do Your Best – Exceptional Client-Centric Service, Go Above and Beyond, Anticipate Needs
• Own It – Accountable, Committed, Reliable
• Win Together – Respect, Positive, Team Orientated, Support One Another
• Grow Together – Continuous Improvement, Learn and Improve, No Ego

Working at m2e:

• Creative, collaborative environment with Friday Happy Hour to relax after a productive week.
• 100% employer-paid Healthcare Premiums (Medical, Dental, Vision, GAP).
• 11.5 Paid Holidays, and Unlimited Flexible PTO.
• 401K plan with 100% match on the first 5%.
• m2e ranked as one of Inc. Magazine's 5000 Fastest Growing Companies and has been named one of the Best Places to Work by the South Florida Business Journal.

Job Purpose

The Project Coordinator provides administrative and operational support to the Concrete Restoration and Design (CR&D) team. This role focuses on organizing project information, coordinating schedules, maintaining records, and supporting internal processes. This position is best suited for someone who is organized, detail-oriented, and able to manage multiple tasks in a structured environment. Prior industry experience is not required, but strong problem-solving ability and reliability are essential.

Main Duties and Responsibilities

• Schedule inspections and coordinate calendars for project teams.
• Send calendar invites and confirm logistics with internal staff.
• Maintain and update inspection schedules.
• Prepare meeting summaries based on notes or transcripts.
• Track action items, assign responsibilities, and follow up on completion.
• Distribute meeting notes in a timely manner.
• Maintain organized project files and records.
• Ensure proper version control and document storage.
• Track report issuance and maintain project logs.
• Assist with review of time entries and expense documentation.
• Help prepare draft invoice packages for internal review.
• Maintain internal tracking lists and support workflow organization.
• Enter and maintain project information in internal systems (BQE or similar).
• Support scheduling updates and basic capacity tracking.
• Identify inconsistencies in data and flag for review.
• Assist with onboarding coordination and basic process guidance.
• Help standardize internal administrative practices.
• Support day-to-day operational needs of the CR&D team.

Professional Qualifications

• Bachelor’s degree in Business Administration, Project Management, Engineering Technology, Construction Management, or a related field preferred.
• Relevant professional experience in project coordination, administrative support, or engineering consulting environments may substitute for formal education.
• Administrative, coordination, or office experience preferred.

Minimum Experience

• 2–5 years of experience in project coordination, operations support, engineering consulting, construction administration, or similar professional environments preferred.
• Experience supporting multi-project teams or technical consulting environments strongly preferred.
• Experience with project management, scheduling, or accounting systems such as BQE CORE, Deltek, or similar platforms is a plus.

Skills and Abilities

• Strong organizational skills and attention to detail and commitment to maintaining accurate project documentation.
• Clear written and verbal communication.
• Proficiency in Microsoft Office (Outlook, Excel, Word, Teams).
• Ability to follow structured processes and maintain consistency.
• Reliable, proactive, and willing to learn.
• English proficiency: Fluent (Speak, read, understand, interpret content and write).
• Ability to track multiple tasks, deadlines, and responsibilities across several projects.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word, Teams).
• Ability to work collaboratively with engineers, project managers, and administrative staff.
• Demonstrated ability to maintain confidentiality and professionalism in administrative operations.

Physical Demands*

Necessary to perform the assigned duties safely and effectively:

• Ability to sit with back at a 90-degree angle for up to 8 hours per day.
• Ability to look at a computer for up to 8 hours per day.
• Ability to stand upright for up to 8 hours per day.
• Occasional movement within office environment

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.